Vendor Policies and Procedures

Madison College adheres to federal, state, and WTCS purchasing rules and regulations.

Refer to Regulation # 207 for specific information on purchasing regulations.

  • Purchasing Matrix of Processes and Requirements

    Purchases under $500

    • Allowed Purchasing Methods
      • Approved Workday Purchase Order (Required for Printing), or
      • Submit invoice with Vendor ID and correct Worktags *, or P-Card
    • Approving Authority
      • Immediate Supervisor and Cost Center Manager for Purchase Orders
      • Immediate Supervisor and Cost Center Manager for invoices
      • P-Card Verification process includes Immediate Supervisor and Cost Center Manager
    • Competitive Purchasing Process Requirements
      • Two (2) Written Quotes for Printing are required
      • Written Quotes are not required for other types of purchases.
    • Required Documentation
      • For Printing Purchase Orders, quotes are to be uploaded into the Workday Purchase Order System

         

    Purchases Between $500 and $4,999 **

    • Allowed Purchasing Methods
      • Approved Workday Purchase Order (Required for Printing), or
      • P-Card
    • Approving Authority
      • Immediate Supervisor and Cost Center Manager
      • P-Card Verification process includes Immediate Supervisor and Cost Center Manager
    • Competitive Purchasing Process Requirements
      • Two (2) Written Quotes for Printing are required
      • Two Written Quotes for all other Purchases are recommended, but not required
    • Required Documentation
      • For P-Cards, include quotes in Workday as part of the Procurement Card Verification process
      • For Purchase Orders, quotes are to be uploaded into the Workday Purchase Order System

         

    Purchases Between $5,000 and $24,999 **

    • Allowed Purchasing Methods
      • Approved Workday Purchase Order
    • Approving Authority
      • Immediate Supervisor and Cost Center Manager
    • Competitive Purchasing Process Requirements
      • Two (2) Written Quotes are required, or
      • Waiver of Competitive Bidding
      • For Public Construction, the publication of a class 1 notice if required prior to execution of the contract.
    • Required Documentation
      • Two (2) Written Quotes, or an Approved Waiver of Competitive Bidding obtained in Workday, must be uploaded into the Workday Purchase Order System

         

    Purchases between $25,000 and $49,999 ** 

    • Allowed Purchasing Methods
      • Approved Workday Purchase Order
    • Approving Authority
      • Immediate Supervisor and Cost Center Manager for Non-Public Construction Purchases
      • For Public Construction Purchases, VP Level Approval & District Board Approval is needed
    • Competitive Purchasing Process Requirements
      • Three (3) Written Quotes are required, or a Waiver of Competitive Bidding form
      • For Public Construction Purchases, a sealed bid process and a Class 2 Notice is required
    • Required Documentation
      • Three (3) Written Quotes, or an Approved Waiver of Competitive Bidding obtained in Workday, must be uploaded into the Workday Purchase Order System
      • For Public Construction, a sealed bid process and publication of a Class 2 Notice is required. Include the Approved Issue Paper and the RFB Number with the PO and upload into the Workday Purchase Order System.

         

    Purchases $50,000 and over **

    • Allowed Purchasing Methods
      • Approved Workday Purchase Order
    • Approving Authority
      • VP Level Approval & District Board Approval is needed unless Purchase is from a Cooperative Contract, where the Immediate Supervisor and Cost Center Manager may Approve
    • Competitive Purchasing Process Requirements
      • Requires Request for Bid(RFB)/Proposal(RFP) Process
      • For Public Construction Purchases, a sealed bid process and a Class 2 Notice is required.
    • Required Documentation
      • Bid Responses, or an Approved Waiver of Competitive Bidding obtained in Workday, must be uploaded into the Workday Purchase Order System. Include the Approved Issue Paper and the RFB Number with the PO

         

    Conferences, memberships, registrations, resale, postage, utilities, international student housing and payroll-related purchases in excess of $500 are also OK to pay off invoices, if P-Cards are not accepted.

    ** All purchases greater than $500 without a PO must have the Cost Center Manager approval. All purchases of instructional learning materials such as multimedia & video material must be in an accessible format (captioned) to comply with Administrative Policy #207 Procurement & Purchasing.

    Technology-related items must receive authorization and be purchased through Technology Services.

    Purchasing thresholds of the College are based on aggregated spend. This means when an aggregated spend reaches the $5,000 threshold with a supplier for the fiscal year, Quotes, RFPs, RFBs or cooperative contracts will be required.

    The Workday Purchase Order process is available by reviewing the Manage Requisition & Purchase Order job aide.



    Submitting Invoices to Accounts Payable
    not associated with a Purchase Order (PO):

    When submitting an invoice to Accounts Payable that is not associated with a POi, a Supplier must already be entered in the system and a Supplier ID must be on the invoice. In addition, worktags must be specified and must have sufficient funds available. Invoices will be sent to the immediate supervisor and Cost Center Manager for the applicable department for authorization.

    i Note: A Purchase Order (PO) is recommended due to the efficiencies of the procurement process.